An invoice records what was ordered. It does not establish which device is now in a truck, which software is running, or what evidence was reviewed after a replacement. This worksheet helps an operator connect those records and assign unresolved questions without turning a completed form into a certification decision.
Use the Canadian certified ELD buyer's guide for procurement and the ELD standard transition guide for broader change planning. This guide addresses the next operational task: reconciling an installed configuration with documentary evidence.
ELD configuration evidence worksheet
Enter self-reported observations and documentary references to identify missing information and follow-up questions. This tool does not query the live registry, inspect a vehicle, authenticate documents, confirm a software version's certification coverage or determine legal compliance. A completeness result is not permission to operate.
Use internal unit references, not driver names, licence numbers, duty logs, credentials or precise routes. Keep sensitive supporting documents in your organisation's restricted records. The downloadable inventory template provides a plain-text alternative for recording observations and follow-up.
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Keep observations, documents and decisions separate
A useful register preserves what was seen, what was reviewed and what remains unanswered. Do not replace an observed identifier with a familiar product name simply to make the columns agree. If two screens show different names, retain both and label their origins.
| Record group | Record explicitly | Do not infer |
|---|---|---|
| Installed observation | Internal unit reference, device and model identifiers, certification number where shown, observed software version, date and evidence reference. | A familiar brand name does not establish coverage of this configuration. |
| Documentary reference | Official record URL, fields actually visible, displayed status, review date and relevant clarification. | A record URL or old screenshot does not establish current status or missing version information. |
| Follow-up decision | Specific discrepancy, responsible person, requested evidence, next review and closure reference. | Closing an administrative task does not certify the vehicle or the fleet. |
Transport Canada's certification guidance says the certification number is embedded in the software, manufacturers must report changes to their certification body, and that body has ultimate authority over model certification status. Keep that authority separate from an operator's inventory.
Reconcile one vehicle before filling the whole register
- Capture the installed observation. Choose a parked vehicle that can be inspected safely under the carrier's procedures. Ask an authorised operator or technician where the relevant identifiers can be viewed. This is a documentation exercise, not an instruction to change wiring, software or operating records.
- Review the supporting record. Open the official record through Transport Canada's certification resources. Record its address, review date and actual visible fields separately from the installed values. If a photograph helps internally, reference the restricted file without copying unrelated personal information into the worksheet.
- Keep missing evidence visible. If the source is unavailable, record that limitation and assign a follow-up owner. If an older capture is retained for context, label its capture date and do not present it as a current lookup.
- Resolve the specific difference. Ask a focused question that identifies the observed configuration and the evidence needed. Save the answer's reference and date. A general supplier email is not a substitute for an answer about the unresolved field.
The certification overview mentions software version among registry information. If the record you can access does not expose the relevant version, leave coverage unresolved and seek documentary confirmation. Keep technical-standard version, observed software version and configuration-specific evidence distinct; similar version strings are not proof of equivalence.
Three fictional exceptions worth keeping in the register
These examples concern documentation states only. They are not real device models, certification records or operational instructions.
A familiar name, but a different identifier
The purchase file says “Example Fleet Display”; the installed screen shows a different model suffix. Retain both observations and ask for the exact configuration reference. Leave the discrepancy open instead of selecting the nearest product name from a list. Record who will obtain clarification and where the response will be retained.
A record is located, but version evidence is missing
The reviewer finds a record but cannot establish whether it covers the observed software version. Record the fields that were actually reviewed and identify the unanswered version question. “Record located” and “configuration coverage established” are different statements. The worksheet must not collapse the first into the second.
A replacement follows the last review
A maintenance entry shows a hardware replacement after the inventory was checked. Create a new dated observation linked to the earlier entry. Retain the prior evidence and assign a new reconciliation task. Do not overwrite history in a way that makes the replacement appear to have been reviewed already.
Give each unresolved question an owner
Use neutral labels such as “observation incomplete”, “documentary clarification needed” and “follow-up open”. A reviewer can record that an administrative review occurred; that is not a regulatory result. Escalate adverse official information or unresolved operating questions through the carrier's responsible person and the relevant authority or certification body.
Assign a record owner and backup. Agree internal recheck triggers such as a device replacement, software update, supplier notice, changed documentary information or missing evidence found during review. These are suggested controls, not statutory inspection intervals. At the next review, preserve the previous observation, add what changed and record the supporting source.
Keep this register separate from driver training, roadside transfer testing, duty records and malfunction procedures. An inventory does not establish that those activities have been completed. For scoped installation, connectivity or support help, see North Star's fleet technology services; this worksheet does not promise an inspection outcome.
Sources, applicability and current-record limits
Transport Canada's carrier and driver handout discusses federal-carrier requirements and points readers to provincial and territorial requirements. Do not treat this worksheet as an applicability decision for every truck. Have the responsible person confirm the requirements for your operation with the appropriate authority or qualified adviser.
The two Transport Canada guides linked here were checked on 6 September 2026. An official registry detail page was also checked for its record structure: it displayed identifiers, platform and certification fields, with active and historical information, but no separate software-version field. This is a field-layout reference, not a product recommendation or verification of your installed configuration. Select the relevant record and distinguish its current information from historical entries; do not choose the nearest name.
Registry retrieval was incomplete during preparation, so this resource does not provide a complete current device list or assert model status, device counts or installed-version coverage. Review the relevant official record and obtain clarification before relying on a documentary match.
This is an original operational recordkeeping workflow, not a government-endorsed checklist, certification service or fleet-compliance certificate.